Automated Jobs

Overview 

The Automated Jobs provide the ability to schedule an unattended background program to execute the automatic processing of records after business hours, overnight, or at any desired time. The unattended background program provides for a more efficient way of processing and may help to minimize the utilization of system resources during business hours. The following jobs can be selected as automated jobs from the Add/Edit a Scheduled Job section of the Automated Jobs screen:

• Recurring Billing - this job will create the Billing records for the Recurring Billings based upon the Next Run Date. To exclude a specific Recurring Billing record from being included in the automated job, select the Exclude from Automation checkbox on the Recurring Billing detail page. Additionally, inactive records will automatically be excluded.
• Recurring Payable - this job will create the Payable records for the Recurring Payables based upon the Next Run Date. To exclude a specific Recurring Payable record from being included in the automated job, select the Exclude from Automation checkbox on the Recurring Payable detail page. Additionally, inactive records will automatically be excluded.
• Recurring Journal Entry - this job will create the Journal Entry records for the Recurring Journal Entries based upon the Next Run Date.
  
  • • To exclude a specific Recurring Journal Entry record from being included in the automated job, select the Exclude from Automation checkbox on the Recurring Journal Entry detail page. Additionally, inactive records will automatically be excluded.
    • If a Recurring Journal Entry (RJE) is out of balance, the automated job will simply pass over the RJE. Since an out of balance RJE is invalid an activity record will not be created.
• Automated Email Billing - this job will create and send email invoices for the Billings that meet the following criteria:
  
  • • Posted with a Billing Date that is less than or equal to today’s date
    • PDF Email Status is set to “Unsent”
    • Automated Email Delivery drop-down list on the selected PDF Format is set to one of the following and the balance is equal to zero:
      • Balance Due Only
      • Balance Due or Credit Memo Balance
      • Balance Due or Zero Balance
      • Zero Balance Only 
      • Always
• Scheduled Post - this job will post selected sources records currently in an Approved status.
  
  • • Best Practice: It is recommended to have the daily Scheduled Post job scheduled as an automated job. The Schedule Post job should be the last automated job that is scheduled.
    • For information on the order that records will post and which records will automatically post when this job runs, refer to the Scheduled Post job article.
• Scheduled Bank Download - the Scheduled Bank Download job will automatically download all posted Bank Transactions for all bank accounts that are connected in Bank Direct Connect (BDC).
• Recurring Period Task - Accounting Period tasks can be automatically created from a Recurring Period Task based upon the Preferred Start Time and the Next Run Date in the Automated Jobs screen.
• Payment Activity Status  - the Payment Activity Status job is used to schedule the creation of Payment Activity records based upon the Preferred Start Time and next Run Date in the Automated Jobs screen. This job will update Payment Activity records that are associated with Cardknox and/or Stripe payment transactions.  
  Note: The Payment Activity Status job is only applicable if you are using Cardknox or Stripe as your Payment Processor.
  
• Merchant Download Job - the Merchant Download Job allows you to schedule the automatic download of PaymentSITE transactions from Cardknox directly into Accounting Seed.
  Best Practice: The Payment Activity Status job should be scheduled to run after the Merchant Download Job so that the latest Payment Activity information is available when viewing the Payment Activities screen.
• NPSP Opportunity Journal Entries - the NPSP Opportunity Journal Entries job is used to schedule Journal Entry creation from Donation Opportunities based upon the Preferred Start Time and next Run Date in the Automated Jobs screen.

Do you want to: 

• Schedule a Job
• Run an On Demand Job
• Complete the Job Notification Settings

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Add/Edit a Scheduled Job

The Add/Edit a Scheduled Job section of the Automated Jobs screen allows you to select an automated job from the Select Job drop-down list to schedule the job for running at a Preferred Start Time. Once the job and time is selected, clicking Add Scheduled Job will display the newly added job in the Scheduled Jobs data grid.


Note: Click here to view the above image in full screen. 

Column headings on the data grid include the Job name, Start Date, Next Run Date, Preferred Start Time, and Action. 

Run an On Demand Job

On several of the automated jobs, in addition to being able to select a Preferred Start Time for scheduling a job to run, there is an On Demand option for running selected jobs immediately. Clicking the Run Now button will automatically run these jobs immediately. The automated jobs that are available as On Demand jobs include the following:

• Scheduled Post 
• Scheduled Bank Download
• Payment Activity Status
• Merchant Download Job
• NPSP Opportunity Journal Entries

Note: When the Run Now button is clicked, a job row will not be created for the selected On Demand job in the Scheduled Jobs data grid. Only the jobs selected from the Schedule Jobs section of the screen will display as rows on the data grid. 

Job Notification Settings

Email Notifications

When each scheduled automated job runs, a daily confirmation email is sent to the email address of the user who clicked the Add Scheduled Job button to create the scheduled job(s). The confirmation email includes information to indicate the number of records that were processed. However, in the Email Notifications section, if you click the Disable Job Emails button to set it to “On,” no email notification will be sent. When the Disable Job Emails button is turned on, no email confirmations will be sent for any of the automated jobs. However, the Automated Job Results (AJR) will still be created. 

Note: The default for the Disable Job Emails button is automatically set to “Off,” which allows daily confirmation emails to be sent. 

Manage Automated Job Records

In addition to being able to purge Automated Job Results data by selecting a purge “Before Date” from the Purge Data options on the Utilities menu, you can also Manage Automated Job Records. The Enable Record Deletion button defaults to “on” and the Keep Result Records for (days) drop-down list defaults to keep the records for 30 days. However, this can be defined as a number between 1 and 365. 

Defining the number of days to keep automated job result records defines this information for all available automated jobs. 

The Run the Deletion job at drop-down list is available to select the time that you want the Deletion job to process. 

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Schedule a Job

1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Automated Jobs. The Automated Jobs screen displays.
   
   
   Note: Click here to view the above image in full screen. 
   
   
2. From the Add/Edit a Scheduled Job section of the screen, click the Select Job drop-down list, and select a job that you want to schedule.
   
   
   
   
3. Click the Preferred Start Time drop-down list to select the time that you want this scheduled job to run.
   Best Practice: The Scheduled Post job should be the last automated job that is scheduled. 
4. Click Add Scheduled Job. The new automated job displays on a row in the Scheduled Jobs data grid.
   
   
   Note: Click here to view the above image in full screen. 
   
   Note: If you decide at some point that this automated job should be deleted, from the Action column on the data grid, click the Delete hyperlink for the row that should be deleted. Then, delete the job.
   
   
5. To add another automated job, repeat steps 2-4. Then, continue to repeat these steps for adding additional automated jobs, as necessary. 

Run an On Demand Job

1. Navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Automated Jobs. The Automated Jobs screen displays.
2. From the Run an On Demand Job section of the screen, click the Select Job drop-down list, and select one of the following jobs that can be run immediately.
   1. Scheduled Post 
   2. Scheduled Bank Download
   3. Payment Activity Status
   4. Merchant Download Job
   5. NPSP Opportunity Journal Entries
3. Click Run Now.

Complete the Job Notification Settings

1. If you are already in the Automated Jobs screen, skip to step 2. Otherwise, navigate to Accounting Home and click the Setup tab. Then, under the Automations menu, click Automated Jobs. The Automated Jobs screen displays.
2. To Edit the Job Notification Settings, click the Pencil icon.
   
   
   
   
3. The Disable Job Emails button defaults to Off, which means email notification messages will automatically be sent to the user who clicked Add Scheduled Job to add any of the scheduled jobs. If you do not want email notifications sent to the user, click the Disable Job Emails button to set it to On.
   Note: When the Disable Job Emails button is turned on, no email confirmations will be sent for any of the automated jobs. However, the Automated Job Results (AJR) will still be created. 
4. The Enable Record Deletion button under Manage Automated Job Records defaults to On. Select the following:
   Note: If you do not want the system to delete automated job records, click the Enable Record Deletion button to set it to Off.
   
   1. Enter a number between 1 and 365 to indicate the Keep Result Records for (days) textbox. The default is 30 days. 
   2. Select a time to run the delete process from the Run the Deletion Job at drop-down list.
5. Click Save.

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Summer '23 Release

Release Notes and Schedule

• The Payment Activity Status job was added for Cardknox and Stripe. 
• The Merchant Download Job was added for Cardknox.